Program Assistant; Seminars & Journalism

Position: Program Assistant (Seminars & Journalism)
The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options.

The Center's 21-acre Honolulu campus, adjacent to the University of Hawai'i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our Seminars & Journalism team is currently seeking a Program Assistant who can provide exceptional administrative and operations support. This position performs various administrative and fiscal duties that support the production and execution of the events and activities facilitated by the program annually. The preferred candidate will demonstrate sound organizational skills and the possess the ability to coordinate work in an effective and collaborative manner to ensure team deliverables and outcomes are routinely met.

MAJOR DUTIES:

• Assists with, plans, and coordinates program activities including researching potential speakers; contacting and corresponding with speakers and experts to confirm sessions; and compiling and drafting biographical summaries of speakers and experts.
• Assists in drafting programmatic budgets; maintaining programmatic partnerships; and drafting/editing speaker honorariums, partnership agreements, and consultant contracts, as required.
• Manages the application process, which includes the preparation of participation application materials as well as the distribution, intake and organization of all program materials such as invitation letters, Center and program requirements, and participant biographies. Receives and acknowledges applications and accompanying documents and conducts follow-up communication with applicants; and assembles application packets for distribution to selection committees.
• Assists participants during their programmatic activities, including serving as an escort to site visits as needed.
• Provides administrative and fiscal support service for Seminars and Journalism staff including answering email and phone correspondence; compiling and drafting BOG reports and Seminars and Journalism impact reports; and assisting preparation of budget documents. Creates/finalizes travel requests, travel orders, travel completion, travel completion reports, purchases and other documentation for Seminars and Journalism staff. Also prepares fiscal documents in accordance with current policies and procedures for program activities.
• Oversees development, editing, updating and maintaining of Seminars and Journalism webpages and sharing web-related concerns with the wider Center. Creates and manages program-specific websites housed offsite.
• Manages the database of contact information, using Raiser's Edge and excel files, for institutional partners, participants, alumni, applicants, interested parties, etc. and ensures the data is current and accurate using Raiser's Edge and excel files.
• Gathers information, creates/drafts copy and design, and edits and assists with the layout for program brochures, promotional and other program materials. Coordinates and compiles information for various reports and projects such as the annual infographics sheet and PowerPoint presentations. Handles mass mailings through mass marketing service providers such as Mail Chimp and creates/drafts/manages social media posts and blogsites using content provided by program coordinators.
• Serves as a work leader for Seminars and Journalism student assistants: manages, assigns and oversees student work; and trains students. Assists in student hiring process. Supervises student assistants when program secretary is absent.
• Drafts thank you cards, invitations, newsletters, brochures and other documentation as required for Seminars and Journalism events and activities. Retrieves and manipulates data (into charts, graphs, tables, PowerPoint or other formats) for presentation in program brochures, news releases, reports, applications and publications.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION:
This position works under the general supervision of the Media Program Manager. The incumbent is expected to carry out policies, programs, and procedures independently. The employee keeps the supervisor informed of progress, anticipated problems, or conflicts. Work is reviewed as it…